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Viewing and Updating a Constituent's Contact Information

Paige Freeman
  • Updated

From the Contact Information screen, you can view contact information for the selected individual or company constituent. You can change the contact information for the constituent, including solicitation settings, system notifications, preferred contact type, addresses, phone numbers, email addresses, and web pages. You can also add non-primary contact information and specify whether the added information should be included in the directory.

If a constituent has only one address, then that address is considered the primary address by default. If a constituent has more than one address, then the addresses are ranked in order using to the Directory Priority field. The address with the lowest Directory Priority number is used as the primary address.

You must belong to a security group with at least VIEW permission to the CRM360.CustomerCommunication application in order to view this screen. 

To access the Contact Information screen, select Contact Information from the Profile Info tab. The Contact Information screen displays, as shown below. From this screen, you can edit solicitation settings, system notifications, and preferred contact type, add a new address, delete an address, mark an address as bad, or mark an address as primary, view address history, add a new contact method, mark a contact method as inactive, mark a contact method as primary, or delete a contact method.

Editing a Constituent's Solicitation Settings, System Notifications, and Preferred Contact Type

To edit a constituent's solicitation settings, system notifications, and preferred contact type:

  1. From the Contact Information section, click the pencil icon in the top right.
    The Edit Contact Options screen displays, as shown below.
  2. Select the constituent's Preferred Contact Type from the drop-down.
  3. From the Solicitation section, if the constituent does not under any circumstance want to be solicited in any communication method, select "No".
    If this option is set to "Yes", all of the constituent's addresses and contact methods will be set to allow solicitation.
    If you select "No", additional options display, as shown below.
    1. Set the Solicitation by Phone option to "Yes", if the constituent would like to receive solicitation by phone.
    2. Set the Solicitation by Email option to "Yes", if the constituent would like to receive solicitation by email.
    3. Set the Solicitation by Mail option to "Yes", if the constituent would like to receive solicitation by mail.
    4. Set the Solicitation by Third Parties option to "Yes", if the constituent would like to receive solicitation by third parties.
      For options that are set to "No", corresponding contact methods will be marked as "DO NOT SOLICIT" on the Contact Information screen. For example, if the Solicitation by Email option is set to "Yes" and all other options are set to "No", all contact methods and addresses will display as "DO NOT SOLICIT", except for email, as shown below.
  4. From the System Notifications section, if the constituent does not want to receive automated emails generated from the Email Notifications system, select "No".
    If this option is set to "Yes", the constituent will receive all system notifications.
  5. Click Save.

Adding a New Address

To add a new address for a constituent:

  1. From the Addresses section, click the New Address link in the upper right corner of the screen.
    The Add New Address screen displays, as shown below:
  2. If necessary, change the constituent's Name.
    This will only change the name on this particular address
  3. By default, the Address Status is set to "Good". Change this if necessary. Values in the drop-down are populated based on the codes defined for the non-fixed CUS "ADDRESS_STATUS" system type.
    Although the ADDRESS_STATUS system type is non-fixed, the system will NOT allow you to set the Address Status to any value other than "Good' or "Bad".
  4. From the Parent Constituent section:
    1. For an individual constituent:
      1. If necessary, select a parent constituent by entering at least three characters and clicking the magnifying glass search icon to display available options, as shown below.

        The Parent Constituent Name field auto-populates based on your selection. Alternatively, click Advanced to display a search screen will open for you to search for and select the parent constituent. Search for the parent constituent using the search fields. Once you have located the correct parent constituent in the results grid, select the row and click Select to populate that constituent's information in the Parent Constituent section.
      2. If you selected a parent constituent, select whether you want to Link to Parent Address. If you select this option, select the appropriate address from the Use Address drop-down and the address fields in the Address section will be automatically populated with the selected address.
      3. If you selected a parent constituent, select the Create Employment Relationship option to create an employment relationship for the new constituent and parent constituent.
    2. For a company constituent:
      1. If necessary, select a parent constituent by entering at least three characters and clicking the magnifying glass search icon to display available options, as shown below.

        The Parent Constituent Name field auto-populates based on your selection. Alternatively, click Advanced to display a search screen will open for you to search for and select the parent constituent. Search for the parent constituent using the search fields. Once you have located the correct parent constituent in the results grid, select the row and click Select to populate that constituent's information in the Parent Constituent section.
      2. If you selected a parent constituent, select whether you want to Link to Parent Address. If you select this option, select the appropriate address from the Use Address drop-down and the address fields in the Address section will be automatically populated with the selected address.
      3. If you selected a parent constituent, select the Create Corporate Relationship option to create a corporate relationship for the new constituent and parent constituent.
  5. From the Mailing Information section:
    1. For an individual constituent:
      1. If necessary, enter the Job Title.
      2. If necessary, enter the Company Name.
      3. If necessary, enter the Mail Stop.
      4. If necessary, enter the Personal Line.
    2. For a company constituent:
      1. If necessary, enter the Job Title.
      2. If necessary, enter a Personal Line.
  6. From the Address section:
    1. Select the Address Type from the drop-down.
      The values in this drop-down are populated based on the non-fixed codes defined for the CUS "ADDRESS_TYPE" system type.
      If an Address Type of Seasonal is selected, the Recurring Address toggle will become available in the Address Options section.
    2. Based on the address structure, enter the required field and optional fields if necessary.
  7. From the Address Options section:
    1. If the new individual does NOT want their address to display on base roster reports (e.g., MBR1212PE), select the Confidential option.
    2. By default, the Include in Print Directory and Include in Web/Mobile Directory options are selected. If the new individual's information should NOT be published in any base directory reports, whether printed or published on the Web (e.g., XBT1202), do not select these options.
    3. Enter the priority in which the address will be listed in the directory in the Directory Priority field.
    4. By default, the Default Bill-to and Default Ship-To options are selected and read-only. At least one address must be designated as the default bill-to and default ship-to address. Since this is the constituent's first address in the system, these options are selected. Once the constituent is added to the system, you can add an additional address and designate which of the two is the default bill-to or default ship-to address on all orders for this constituent.
    5. If an Address Type of Seasonal was selected in the Address section, the following options become available:
      1. Begin Date and End Date
        These dates indicate the valid begin and end dates of a seasonal address. Typically, seasonal addresses apply when a constituent wants mail sent to a different address for a specific period of time.
      2. Recurring Address
        If the seasonal date range is recurring, set the Recurring Address toggle to YES. In this case, the system automatically updates the range by one year after the address has expired to renew the next season.
  8. Click Save to save your changes and return to the Contact Information screen.

Deleting an Address

You CANNOT delete an address that is linked to one or more orders.

To delete an address:

  1. From the Addresses section, select the additional options menu next to the corresponding record in the Addresses grid.
  2. Select the option to Delete from the menu.

Marking an Address as "Bad"

From the additional address actions menu, you can mark an address as "Bad". There is no way to delete an address from a constituent record. Instead, the address must be marked as "BAD".

To mark an address as "bad":

  1. From the Addresses section, select the additional options menu next to the corresponding record in the Addresses grid.
  2. Select the option to Mark as Bad from the menu.
    The address is marked as "Bad" and can be viewed from the All tab.

Marking an Address as Primary

If you change the primary address on the constituent record, you must execute the FTS_CUSTOMER_INFO_GET_DATA stored procedure so that the FTS_CUSTOMER_INFO table is updated and the correct address information displays in the Online Member Directory Listing control and Online Member Directory Detail control on the web.

To mark an address as primary:

  1. From the Addresses section, select the additional options menu next to the corresponding record in the Addresses grid.
  2. Select the option to Mark as Primary from the menu.

Viewing Address History

From the Addresses grid, select Address History from the contextual menu to view the address history for a particular address.

Add a New Contact Method

To add a new contact method:

  1. From the Contact Methods section, click the New Contact Method link from the upper right corner of the screen.
    The Add New Contact Method screen displays, as shown below.
  2. By default, "Phone" is selected as the Type. Change this if necessary.
    Values are populated based on the fixed CUS "COMM_TYPE" system type.
  3. By default, "Work" is selected as the Location. Change this if necessary.
    Values are populated based on the non-fixed CUS "COMM_LOCATION" system type.
    Only one phone number can exist with the same Type and Location.
  4.  By default the Country code is set to the default defined for the organization/organization unit of the logged in user. Change this if necessary.
    Values are populated based on the options defined on the Country and State Code Maintenance screen. Depending on the option selected, the associated phone code displays to the right of the Country Code field. This code is defined on the Country and State Code Maintenance screen.
  5. If necessary, select the Do Not Call option.
  6. If the selected Type is "Email", select the Use for Digital Subscription option to indicate that the constituent's digital subscription will use this email for delivery of the electronic content.
    Only one email address can be checked.
    For digital subscription orders, in the SUB670 and SUB671 CSV files, the system will use the email address of the constituent where the Use for Digital Subscription option is selected. If this option is not selected on any of the constituent's email addresses, then the system will use the primary email address in the CSV files.
  7. By default, the Primary option is selected. Change this if necessary.
    Note that only one phone number can be primary per Type. For example, you can have a primary Phone/Home number and a primary Mobile/Personal Mobile number, but you cannot have a primary Phone/Home and a primary Phone/Business.
  8. By default, the Active option is selected. Change this if necessary.
  9. By default, the Include in Print Directory option is selected. Change this if necessary.
    When checked, this indicates the constituent’s phone number will be included in external directory reports.
  10. By default, the Include in Web/Mobile Directory option is selected. Change this if necessary.
    When checked, this indicates the constituent’s phone number will be included in external directory reports on the web.
  11. If necessary, enter any Comments.
  12. Click Save to save your changes and return to the Contact Information screen.

Additional Contact Method Actions

From the Contact Methods grid, you can also delete contact records, view contact history, mark records as inactive, or mark a record as primary. All of these actions can be completed using the additional contact actions within the Contact Method grid. Note that records that are marked as Inactive will still appear on the All tab.